1.1 Overview

top Containing some of the most user-friendly and comprehensive document builders, HR Document Builder allows your business to run an efficient HR department from a single software. Receive definitive assistance by using our document builder to create a custom tailored contract or new hire letter. Create Custom policies and Employee Handbooks by using our Policy and Employee Handbook builder to ensure your company is current with labor laws and regulations. Giving you access to hundreds of HR related resources gives your business the competitive advantage in Human Resources.

1.2 Getting Started: Concept Overview

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1.2.1 Using the Dashboard

After clicking on the HR Document Builder icon in your Dashboard, the screen below will appear. The first screen is your HR Document Builder Dashboard, which are the four main square panels in the middle of the screen. Each panel of the Dashboard has a purpose to keep you up to date with your HR Document Builder account. You may leave or go back to the Dashboard at anytime by simply click on the Dashboard tab located at the top of the screen.

. (First screen to appear after clicking on the HR Document Builder icon in your account.)

1.2.2 Welcome Section

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The Welcome panel is highlighted in blue below and briefly describes some key features that can be found in the HR Document Builder to help you get started. In addition, a brief introduction about the Dashboard can be found in this panel.

1.2.3 Latest Correspondence Documents

top The next panel is the Latest Correspondence Documents panel. This keeps you up to date with any documents sent to you by other employees, or any documents that you have created recently in the Correspondence section of your HR Document Builder account. This panel is highlighted in blue located at the top right of the image below.

1.2.4 Latest Recruiting Documents

top This panel of the Dashboard displays your most current documents created in the Recruiting section of your HR Document Builder account. For example, if you have created a Job Description recently your username and the title of the document, along with the time and date of when it was created will appear in the panel of the Dashboard. You may open the document by simply clicking on your username.

1.2.5 Support Blog Feed

top The Support Blog Feed keeps you current with any new updates added to your HR Document Builder account, in addition to information regarding the Dashboard.

1.3 Useful Resources

To the left of the screen throughout every section of your HR Document Builder account will be three quick reference sections that help you brush up and be prepared for a particular situation or question. These sections include Forms, Laws, and Resources. Each provides sub-sections with specific help and information. top

1.3.1 Forms

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The Forms section provides you with quick PDF and Word documents on New Employees, Interviewing Candidates, Orientation, Managing, and Termination. Within each subsection, you will be able to access a PDF file and or a Word document to help you start a particular protocol.

1.3.1.a New Employees

top Begin by clicking on the New Employees sub section. Within the sub section you will find PDF templates on Applications for Employment, Disclosure and Authorization Related to Consumer Reports, and a Job Description Form. To access the document simply click on the “PDF Icon” as pictured below. For example, if you click the PDF icon for Application for employment, the document below will open up. You may print off and use the document for specific purposes. top For example, if you click the PDF icon for Application for employment, the document below will open up. You may print off and use the document for specific purposes.

1.3.1.b Interviewing Candidates

Within Interviewing Candidates you will find various PDF files to help you interview candidates for employment. They include a; Interview Form, Phone Interview-Interview Form, Phone Interview-(Sample Interview Questions), Sample Interview Questions-(Questions about Experience), Sample Interview Questions-(Questions about Character + Behavior), Candidate Evaluation Form, and California Guidelines for Interview Questions. Pictured below is what appears when you click on the Interviewing Candidates sub-section. To access the PDF file, simply click on the “PDF” icon pictured below each document heading.

1.3.1.c Orientation

Under the Orientation sub-section you will find PDF and Word documents to help assist you with the orientation of a new employee. The following documents provided are; Orientation Plan, New Hire Checklist, Property Assigned to new Employee, Notice of Privacy Practices Under HIPAA, and a Employee Contact Information Form. To access any of the documents, simply click on the “Word” or “PDF” icon as pictured below.

1.3.1.d Managing

Under the Managing sub-section you will find PDF and Word documents listed as the following; Employee Review Form, Incident Reports, Expense Reports, Disciplinary Actions, Documentation of Oral Communication, Vacation/Time Off Request Form, and Employer Response to Employee Request for Family or Medical Leave. Each of these documents can be accessed by simply clicking the “PDF” or “Word” icons as picture below.

1.3.1.e Termination

The last sub-section is Termination. You will find two forms to assist you in terminating an employee, an Exit Interview Form, and a Termination Checklist. To access any of these files simply click on the “PDF” icon as picture below.

1.3.2 Laws

Within this section you will find information on Federal Employment Laws, Employer Posters, Common Government Forms, and Resources for your State. Each sub-section will provide you with additional information by simply clicking on it.

1.3.2.a Federal Employment Laws

After clicking on “Federal Employment Laws”, summaries and explanations of employment laws in PDF and Word document forms will appear. To view a specific law, simply click on the “PDF” or “Word” icon as pictured below. top

1.3.2.b Employer Posters

This sub-section provides information on the U.S Department of Labor Workplace poster requirements for small businesses and other employers.

 

1. Pictured below are links to specific information regarding certain Acts. By clicking a link will automatically scroll you down the web page to access a document.

 

2. After clicking a specific link, you have the choice to download PDF files in different languages that can be accessed by simply clicking on the “PDF” icon as pictured below.

*Not all “PDF” files will have different language options

1.3.2.c Common Government Forms

• Pictured below are links to specific information regarding common Government Forms. By clicking a link will automatically scroll you down the web page to access a particular document.

• After clicking a specific link, you have the choice to download PDF files that can be accessed by simply clicking on the “PDF” icon as pictured below.

1.3.2.d Resources for Your State

1. You may find additional resources for your particular state by clicking on the state in which your business is in.top

1.3.3 Resources

Within the Resources section you can access; HR Articles, HR Audio Recordings, Background Checks, Payroll Calculator, Glossary, Find Salary & Wage Data, and Verify Employment Eligibility. Using these resources may help you with particular questions within Human Resources.

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1.3.3.a. HR Articles

1. After clicking on HR Articles, the screen below will appear. To continue, choose one of the categories.

2. Choose a sub-category or you may go back to the previous category list by clicking on “Back to Main Categories”.

3. After clicking on a sub-category, an article will appear that relates to the category that you have chosen.

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1.3.3.b HR Audio Recordings

1. After choosing HR Audio Recordings, the screen below will appear. Simply look through each recording using the scroll bar to the right, and click the “play” button as pictured below to listen to the recording.

1.3.3.c Background Checks

Within this section, you will find links on Explanation of the Rules - provided by the Privacy Rights Clearinghouse, and Where to Go for Background Checks as pictured below. Simply click on any of the links and follow directions to complete a background check.

1.3.3.d Payroll Calculator

Within the Payroll Calculator sub-section, you will find help with completing a W-4 Federal Form, and to calculate gross payroll, deduction from pay and net pay amount.

 

1.) Click on the link displayed in the image for help with completing a Federal W-4 Form.

 

2.) Click on the links displayed in the image below for gross payroll deductions from pay and net pay amount for hourly and salaried employees.

1.3.3.e Glossary

Choose from a glossary of terms to find a definition of Human Resource related term.

1.) After clicking on Glossary under Resources, the screen below will appear. Simply click on the letter of which the term begins with to find a definition of a specific term.

 

1.3.3.f Find Salary and Wage Data

When clicking on the Find Salary and Wage Data, the screen below will appear.  For State-Specific information on salary and wage date click the link circled in the image below. This will take you to the Bureau of Labor Statistics in which you will choose your specific state to find wage estimates based on different industries and positions.

2. For information on Occupation-Specific data choose the link circled in the image below. This link will take you to the Bureau of Labor Statistics and provides a list of SOC (Standard Occupational Classification) Occupations. This will allow you to gauge a fair wage for a new employee or position.

 

1.3.3.g Verify Employment Eligibility

1. After clicking on the Verify Employment Eligibility sub-section, the screen below will appear. Simply click the link below, and you will be taken to an employment eligibility verification website. Read and follow the steps on the website to apply.

2. Recruiting

The Recruiting section allows you to create Job Descriptions using a variety of templates, generate Employee Ads using job descriptions, monitor Job Interviews with a checklist of questions, and develop a set of criteria for Candidate Evaluations.

 

1. To access Recruiting, simply click the “Recruiting” tab as pictured in the image below to proceed.

 

2. The screen below will appear after clicking the “Recruiting” tab. Choose an option to continue.

2.1 Build a Job Description

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The HR Document Builder document builder provides more than 700 template job descriptions covering a broad range of industries and functions. Use our templates to create job descriptions for recruiting and for effective management of existing employees.

 

1. To begin, click the “Launch” button under “Build a Job Description”.

 

 

 

3. The screen below will then appear. To proceed, click the “Create A New Job Description” button.

 

 

 

2.1.1 Job Information

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 This is the next screen to appear as pictured below. This “Job Description Wizard” helps you to build a Job Description Using a Combination of Template Language and List Values. Templates are Available for "Summary Description” and "Essential Job Functions".

 

1. Begin by filling out the Job Title as circled below that best fits the job description you are creating.

 

2. Next, choose the category in which the job description best fits from the drop down menu.

 

3. Then choose the Employment Type that is appropriate for the job description.

 

4. To complete the next four parts as circled in the image below, click the “Maintain Company Lists” button. These are optional and do not have to be filled out if not desired.  For example, if you are creating more than one Job description in different departments, it would make sense to add all your departments into the Department drop down menu.

-After clicking the “Maintain Company Lists” choose one of the company lists to add an item to the drop down menus.

 

-For example, if you choose “Departments”, the screen below will appear. Write in the department name of your choice, and click the “Add” button to continue. Then click the back button on your browser until you are back at the Job Description Builder.

 

 

 

-Now if you click on the drop down menu you are able to choose the item that you previously added for a particular field. You may do this with any of the four fields listed below.

 

5. Then you may add additional information regarding the Job, and then click the “Save & Next” button to continue.

 

 

2.1.2 Job Description & Essential Duties and Responsibilities

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Both the “Job Description” and “Essential Duties and Responsibilities” use the same functions to generate templates and edit the text.

 

1. The image below will appear next for the “Job Description” and “Essential Duties and Responsibilities” itself. You may choose from a variety of templates by using the search function. Start by choosing a “Business Category”, then choose the “Career Level”, and then click the “Search” button to find a description or list of responsibilities. Once you have chosen a description or list, check the box to the left of it and click the “Use Selected Templates” button. (You may check more than one box.)

 

 

2. After clicking the “Use Selected Templates” the screen below will appear. You may add additional information or edit the text, using our editing tools in the text box below.

 

3. Then click the “Save & Next” button to continue, located just above or below the screen.

2.1.3 Using Additional Qualifications, Education, Experience Required, Professional Skills, Computer Skills, Language Skills, Business Sector, Location, Travel, Required Work Schedule, and Certification or Licenses

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The functions for all these headings are essentially the same, just with different List and Sub-List Values to help you add information to your Job Description. You are also able to create and add your own List Values.  Just follow the steps below to finish the Job Description

 

1. The screen below will appear after you have finished your list for “Essential Duties and Responsibilities.” In the “Narrative” box below, you may write information pertaining to the section that you are in. For example, if you are adding information for “Additional Desirable Qualifications” you may write text a brief description in the “Narrative” box.

 

2. Next, you may check as many Sublist Values as possible to help describe the requirements for the position.  To check all the boxes if desired, simply click the “Check All” button, or click the “Uncheck All” button to uncheck the boxes.

 

3. You may add as many additional List Values to customize your description. Begin by clicking the “Add List Value” button as circled below.

 

4. The image below will appear in the middle of you screen. Simply type in the New List Value you wish to add and click the “Add New List Value” to continue.

 

5. The New List Value will then appear in the List Value Box as displayed in the image below.

 

 

6. Next, you may add a Sublist Value to the existing List Values or the one you just created. Begin by clicking on the “Add Sublist Value” button to continue.

 

7. The screen below will appear in the middle of your screen. Click the drop down menu from the “Choose Parent List Value” option to choose the List Value that you wish to add a sublist value to.

 

 

 

8. Then type in the Sub List Value you wish to add, and click the “Add New Sub List Value” button to continue.

 

9. You are now able to add your custom sublist to your job description by clicking the box. To continue and save this portion of the Job Description click the “Save & Next” button located at the bottom right hand side of the screen.

2.1.4 Export to RTF

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1. Select the search criteria that will filter this job description in the Job Description Listing Page. Choose the Bussines Category and the Career Level that will filter this job description in the Job Description Page. Then click the “Save & Export to RTF” to save and export the document.

 

2. After click the “Export & Save to RTF” button the window below will appear. Simply choose what to open document with (by default it should open up with Microsoft Word) and click the “OK” button.

 

3. Then the document will appear in your word processing software where you may edit and add as much information as necessary. You may also print and save the document to your computer.

2.2 Employment Ads

 

Start from scratch or use our templates to create an Employment Ad. If you have created a job description, you will be able to use all or parts of it for your advertisement.

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2.2.1 Creating a Job Ad

top 1. Begin by clicking the “Launch” button under “Employment Ads” in the RECRUITING section.

 

2. The screen below will appear. Click the “Create New Job Ad” button to continue.

 

3. If the job you want to advertise does not appear in the Job Title list above, then a Job Description has not yet been prepared for that job. The various elements of the Job Description are used in preparation of the Ad, so the Job Description must be created first. Select the option for "Create New Job Description". Once your Job Description has been completed, return to this page to complete your Job Ad.

 

-First click the “Create New Job Description” if one does not appear in the drop down menu.

4. The screen below will appear to the bottom right. Select a Job Category under which the Job Description will appear when creating the ad.

 

5. Then provide a Job Title in the circled text box displayed in the image below. And click the “Go to Job Description” button to continue.

 

6. Then the screen below will appear. Follow the necessary steps to complete the Job Description and go back to the Job Ad screen. See (Build a Job Description) to complete a job description.

 

7. Now you may choose the Job Category that the Job Description was created under.

 

8. Then the Job Title will appear under the drop down menu as pictured below.

 

9. Then click the “Build this Ad” button to continue.

 

 

2.2.1.a Company Name in Ad

 

10. Most companies find that they get better responses by including the company name in their ads. However, there are circumstances that warrant the use of a "blind ad" which does not disclose the company name.

-Choose whether you want to include the company name.

-Then insert the company name as circled in the text box below.

-And click the “Save & Next” button to continue.

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2.2.1.b Who to Contact/How to Contact

 

11.) A well constructed ad will be easy to read and have a clear "Call to Action". Let the reader know how to respond.

 

-Select a statement you wish to include.

 

-You may add a custom New Statement by click the “Create a new Statement” button.

 

-When finished, click the “Save & Next” button to continue.

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2.2.1.c Creating a New Statement

 

1.) You may add a new statement to the “existing statements” drop down menu by clicking on the “Crate a New Statement” button. The new statement that you are adding will stay in that function for later use of additional ads.

 

2.) Include the Name of the statement and then add the statement into the text box. When finished, click the “Save to My Company List” button.

 

3.) Then choose the statement you have just created from the drop down menu. Your custom statement will then appear in the text box where you may add additional information.

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2.2.1.d Company Selling Points

 

12. A candidate for employment will care as much about the company as the specific job. Many employers begin their ads with a statement that displays their "Company Selling Points".

-Choose an existing statement or add a new one by clicking the “Create a New Statement” button.

-You may choose to not include this by checking the box below the text box.

-Then click “Save & Next” to continue to the next step.

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2.2.1.e Determine the Compensation

 

13.) The screen below will then appear. Determine the compensation range that you would like to include into the job ad. Complete the necessary options and click the “Save & Next” button to continue.

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2.2.1.f Review and Edit Choices

 

14. The last part allows you to view and edit each section previously completed.

- To view the ad as text or as a display ad, click on the “View Text Ad” or “View Display AD” located at the bottom of the screen as displayed below.

 

15. After clicking the “View Display Ad”, this image below will appear.

-If you wish to edit the ad simply click the “Back to Edit” button.

-If you would like to finish, click the “Export to File” button.

16. After clicking the “Export to File” button, this window will appear. Click the “OK” button to open the document.

17. The ad will open up in a word processing document in which you may add and edit text and save to your computer.

18. You may always go back and edit a Job Ad from this window by clicking on “Edit” located to the left of each Job Ad.

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2.3 Job Interviews

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Draft a checklist or a series of questions to guide the interview process for any position within your company. Save your interview templates on our secure server so that you can access, edit and reuse them – any time, any place.

 

1. To begin click on the “Launch” button in the Recruiting section to view your options.

 

2.3.1 Create or Edit an Interview Guide

 

Create a custom interview with specific questions for a specific position. Once completed you are able to print the Interview Guide out and use it as a hard copy.

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2.3.1.a Create a New Worksheet

 

1. Click the “Create a new Worksheet” button to begin.

2. The window below will then appear.

3. Begin by filling out the information below.

 

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2.3.1.b How to Add Questions to an Interview

 

4. Next, you may choose to sort the questions you’re asking by “Tone” or “By Category” (You may do this after you add questions).

-Then click the “Find Questions” button to search for questions already created for you.

5. The window pictured below will then appear.

-Choose a “Job Category” from the drop down menu.

 

-Then choose a “Question Category” from the drop down menu.

 

-And choose a Question Tone and click the “Search” button for results to

appear.

 

-Then simply check the box next to the question you desire or check all if necessary.

 

-Then click “Use Selected Questions “ located at the bottom of the window to proceed.

 

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2.3.1.c Write Your Own Questions for an Interview

 

6. Begin by clicking the “Write your own” button to create your own questions for an interview.

7. The window below will then appear.

-Choose the “Question Category” in which you want the custom question to appear in.

-Choose the “Question Tone” in which you want the custom question to appear in.

-Create your custom question in the “New Question” text box, and click “Save”.

8. Whenever a new question is added from “Create Your Own” or “Find Questions”, they will appear as displayed in the image below.

-You may rearrange the order of the questions by suing the “Move Up” or “Move Down” buttons.

9. Assess the interviewee, and choose one of the below options to continue. You may also add additional comments in the text box. Click “Save to Company List” or “Receive a printout of this face interview”.

 

10. When you click “Receive a printout of this face interview”, a word processing document will appear with the information entered.

 

 

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2.3.1.d Edit an Existing Worksheet

 

You may access an existing work sheet, and add or delete any information to the document.

1.) Click the “Edit an Existing Worksheet” button as pictured below to begin.

2.) The image below will appear at the bottom of your browser screen. Click the “notepad” icon to view and edit the existing worksheet.

 

 

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2.3.2 Create or Edit an Interactive Interview Guide

 

This is essentially the same as the Interview Guide, but allows you to monitor the process and evaluation of an interview using the HR Document Builder.

 

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2.3.2.a Creating a New Worksheet

 

1. Begin by clicking the “Create a New Worksheet” button.

2. The image below will then appear. Begin by completing the required information as necessary.

3. Next, you may find existing questions to add to your Interactive Interview by clicking on the “Find Questions” button that is circled in the image below.

4. The window below will appear in front of you.

-Select a “Job Category”, “Questions Category” and a “Question Tone” from the drop down menus and click the search button.

-Once you have found a question or questions that best fit the specific interview, click the check box located to the right of each question. You select all the questions listed by clicking the “Check All” box. Apply as many questions as you would like.

-Then click the “Use Selected Questions” located at the bottom of the window.

5. The selected questions will appear as displayed in the image below. You may rearrange the order of the questions by using the “Move Up” or “Move Down” buttons.

6. Next, you may add your own questions by clicking the “Add Your Own” button as pictured below.

7. The window pictured below will then appear, simply type in your question and click the “Save” button to continue.

8. The question you just created will then appear with the other selected questions. You may rearrange the order or delete the question by using the buttons to the right of each individual question.

-To finish, simply click the “Save this Form” button to use this form another time, or click the “Print this Form” to use it as a hard copy.

 

9. To print out an Interactive interview form, click the “Print this Form” button.

10. The window below will appear. Click “OK” to open up the document. And the document will appear where you may print and edit the Interactive Interview Form.

 

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2.3.2.b Add an Interactive Interview for a New Person

Here you are able to add a new candidate and interview them at the same time using existing Interview Worksheets. During the interview process, you may add comments and evaluate the candidate also.

1. Begin by clicking on the “Chose an Existing Interview Worksheet” button.

2. Next, if you have several Interactive Worksheets, you may search by “Job Category”, “Job Title” or with the “Created By” drop down menu to search for a specific worksheet.

3. Once you have found an existing worksheet, you may add a new candidate by simply clicking the “Add Interview for A New Person” button.

4. The screen below will then appear. Begin by filling out the necessary information and evaluate the interviewee as necessary.

5. Once you have finished conducting and completing the Interactive Interview worksheet, you may:

-Go back to the Interview Guide using the “Back to Interview Guide” button.

 

-Go back to the Interviewees List using the “Back To Interviewees List” button.

 

-Print the interview out using the “Print this Interview” button.

 

-Save the interview using the “Save this Interview” button.

 

-Or clear the form and start over by using the “Clear Form” button.

 

-These functions can be found at the bottom of the screen.

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2.4 Candidate Evaluations

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Develop a set of selection criteria for each type of position in your company and then evaluate each candidate using HR Document Builder’s simple, intuitive scoring system.

2.4.1 Evaluate a Candidate

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1. Begin by clicking on the “Launch” button under Candidate Evaluations within the Recruiting section.

2. If the job you want to create an evaluation for does not appear in the open job list below, then a job description has not yet been prepared for that job. Click the button below will create both a new job description and an evaluation for this new job description. Or create one from an existing by choosing from the list below.

3. The screen below will then appear. Begin by adding information in the first section as circled in the image below.

4. Then choose whether or not you would like to Add a pre-written standard or Write your own.

5. Once you have completed filling out the necessary fields, you may add additional comments in the text box provided. Once completed you may print or save the form by clicking the “Print this Form” button or the “Save to Company List” button.

*When you select to print the form, it will open up in a word processor.

2.4.1.a Add a Pre-written Standard

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1. Begin by clicking the “Add a pre-written standard” button.

2. The window below will then appear.

- First choose a category from which you would like to choose a standard from.

- After reviewing the options, select the standard or standards by checking the box to the right of the option.

- Then click the “Use Selected Standards” button to add the specified standards.

3. The selected standards will then appear as they do in the image below. Use these standards to evaluate according to the scale in red text just above the standard. Then use the scale of numbers to evaluate the candidate as circled in the image below.

2.4.1.b Writing Your Own standard

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You may write and save your own standards that may be used in other evaluations.

1. Begin by clicking the “Write your own” button.

2. The screen below will then appear.

- Choose an Evaluation Category and create an Expected Standard that will appear under that category that you have chosen.

- Then click the “Save” button.

3. The custom standard will then appear as they do in the image below. Use these standards to evaluate according to the scale in red text just above the standard. Then use the scale of numbers to evaluate the candidate as circled in the image below.

3. Correspondence Section

topThe Correspondence section of HR Document Builder gives you the ability to create and edit correspondence forms and contracts using provided templates in the following categories:

 

-Screening-Craft background check consent forms and other key documents related to employee screening using a combination of template text and dynamic forms. The HR Document Builder will generate a custom first draft containing company-specific information.

 

-Contracts-Generate a range of contracts – from initial employment to non-disclosure agreements – simply by filling in a few key facts about your company. Once you’re satisfied with your contract, export to Word document format and submit it to your lawyer for review.

 

-Managing-Create the documents you need to clearly explain promotions, salary adjustments and other common actions with regard to your current employees. Don’t let the challenges of hiring and firing cause you to overlook solid communication with your best workers.

 

-Discipline-Answer a few questions about your company and your purpose, and in seconds generate a draft of a professional disciplinary letter that includes detailed descriptions of procedural violations and instructions for future compliance.

 

-General-Don’t spend hours completing each document or letter. Craft formal inter-office correspondence and any other letters not covered in the topic specific four categories and save templates for future use – and maximum convenience.